Job Title: Administrative Assistant – Accounts Payable & Receivable
Location: Santa Rosa Beach, FL
Job Type: Full-Time
Reports To: CFO
Position Overview:
We are seeking a detail-oriented and highly organized Administrative Assistant to support our accounting department with a focus on accounts payable (AP), accounts receivable (AR), and payroll related items. This role is essential in ensuring accurate financial records, timely payments, and smooth day-to-day operations within the finance team.
Key Responsibilities:
Accounts Payable:
•Review and process vendor invoices for accuracy and proper approval
•Code and enter invoices into the accounting system
•Monitor due dates and prepare payments via checks, ACH, or wire transfers
•Maintain vendor records and respond to inquiries in a timely and professional manner
Accounts Receivable:
•Prepare and send customer invoices
•Record incoming payments and reconcile accounts
•Follow up with customers on outstanding balances
•Generate aging reports and assist with collection efforts
Payroll:
•Prepare necessary reports and process data for weekly payroll entries including but not limited to time allocation, time off request, new hire paperwork and onboarding.
General Administrative Support:
•Assist with month-end close tasks, including data entry and reconciliations
•Maintain accurate filing systems for financial documents
•Support the finance team with ad hoc projects and administrative tasks
•Communicate effectively with internal departments and external stakeholders
Qualifications:
•High school diploma or equivalent required; associate or bachelor’s degree in accounting, finance, or related field preferred
•2+ years of experience in an administrative or accounting support role
•Familiarity with accounting software (e.g., QuickBooks, Xero, NetSuite, or similar)
•Strong Excel skills and proficiency in Microsoft Office Suite
•Excellent attention to detail, time management, and organizational skills
•Strong communication and interpersonal abilities
Preferred Skills:
•Experience in a small to mid-sized business or fast-paced environment
•Understanding of basic accounting principles
•Ability to work independently and handle confidential information with integrity
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
•Opportunities for advancement
Schedule:
Supplemental Pay:
Ability to Commute:
•Santa Rosa Beach, FL 32459 (Required)
Ability to Relocate:
•Santa Rosa Beach, FL 32459: Relocate before starting work (Required)
Work Location: In person